Case studyInvoicingManufacturing
A manufacturing company checked every invoice against a bill by hand before finance could book it. Nxtby moved its purchasing onto agreed rates and one consolidated, GST-ready invoice each month.
Credited to: VP Operations, enterprise client
BeforeInvoice-by-invoice checking
AfterOne consolidated invoice a month
The business challenge
Before the change, every invoice was checked against a bill by hand before finance could book it. That is how the client's VP Operations described it.
The check exists for a good reason: an invoice is a claim, and finance has to confirm it before paying. But when every order produces its own invoice and every price has to be confirmed afresh, the checking grows with the number of orders, and booking waits on it.
The homepage comparison names the root of it in two rows: invoices arriving from many vendors, and pricing that varies by vendor.
“Finance gets GST-ready invoices automatically now, no more manual reconciliation.”
Before and after
Before
Every invoice checked against a bill by hand before finance could book it.
After
Consolidated, GST-ready invoices issued on one monthly cycle against agreed rates.
What Nxtby implemented
The change moved the price check to the start of the process, so the invoice at the end is compared against something already agreed.
Step 01
Purchasing runs on stable, pre-negotiated rate cards, so a price is settled before anything is ordered.
Step 02
Requests go through one flow, and each order is priced from the agreed card.
Step 03
Orders across the month are brought together rather than invoiced one by one.
Step 04
A single consolidated invoice, in GST-ready form, is issued on a monthly cycle.
Step 05 · Final stage
Finance reviews one invoice against rates it already holds, then books it.
Outcomes and evidence
Lessons and takeaways
Most of checking an invoice is checking its prices. With rates agreed in advance, the check becomes a comparison against a known card.
One consolidated invoice a month gives finance one document to review instead of one per order.
An invoice that arrives GST-ready is booked as it is, not corrected after the fact.
Consolidation reduces the matching work. It does not remove finance's responsibility to review what it books.
Diagrams are schematic and illustrate each lesson. They are not the client’s systems or data.
Next step
Tell us how invoices reach your finance team today and how many vendors send them. We will walk you through agreed rates and a consolidated monthly invoice.
What happens next
You tell us how it runs today
How many sites you buy for, which categories are bought repeatedly, and how a request reaches a supplier today.
We come back with the picture
What one contracted position across those categories would look like: the catalogue, the approval limits and where ordering would stay local.
You decide what, if anything, moves
Most operations start with a single category at a handful of sites. Nothing is committed by having the conversation.
